Administrative Assistant (AA031)
October 21, 2011
See original posting at: http://www.cmap.illinois.gov/careers
Chicago Metropolitan Agency for Planning Job Category: Receptionist/Administrative Assistant II
Experience Required: Three – five years experience Salary Range: $33,400 - $43,420
The Chicago Metropolitan Agency for Planning (CMAP), is seeking to hire a Receptionist/Administrative Assistant who is energetic and eager to create a dynamic first impression for the agency. CMAP is the official regional planning organization for the northeastern Illinois counties of Cook, DuPage, Kane, Kendall, Lake, McHenry, and Will. CMAP developed and now leads the implementation of GO TO 2040, metropolitan Chicago’s first comprehensive regional plan in more than 100 years. To address anticipated population growth of more than 2 million new residents, GO TO 2040 establishes coordinated strategies that help the region’s 284 communities address transportation, housing, economic development, open space, the environment and other quality-of-life issues. See www.cmap.illinois.gov for more information.
Position Description
The Receptionist/Administrative Assistant will be a self-starter who is outgoing. This position is far more demanding than a traditional receptionist position as it will provide administrative and clerical support for the agency. The qualified candidate will need to multi task and communicate with internal and external partners on a regular basis.
Essential Functions
- Opens and closes visitor area, including locking/unlocking doors and turning on/off lights.
- Enters guests into security system for access into the facility.
- Professionally answers telephones, handles calls, routes to appropriate individual or takes messages.
- Ensures clients, vendors and employees are handled in a professional and courteous manner.
- Ensure coffee area is fully stocked and fresh coffee is available daily and throughout the day. Prepare coffee for meetings.
- Distribute all regular and express mail items.
- Schedule agency wide use of conference rooms and maintain conference room calendars.
- Compose and proofread documents as requested – attention to detail is imperative.
- Ensure all outgoing correspondence conforms to agency standard formats.
- Assist staff with the coordination of workshops/seminars.
- Provide program assistance as needed.
- Update mail database routinely.
- Reserve rental cars for staff and prepare invoices for payment.
- Performs other duties as assigned.
Education and/or Experience
A high school diploma with 3-5 years of administrative experience is required. Required experience includes: excellent phone etiquette and strong verbal communications skills; punctual; mature and professional in attitude and appearance; team player with excellent time management, multi-tasking, organizational skills and ability to prioritize work effectively. Prior experience must include demonstrated excellence in organizing and coordinating meetings and/or events. The qualified candidate must be an expert in the use of Microsoft Office software and the utilization of Outlook and rely on experience and judgment to plan and accomplish goals. A certain degree of creativity and latitude is required.
Contact Information
Send your resume, cover letter with contact information and Job Code (AA031) Email: hresources@cmap.illinois.gov Mail: Human Resources CMAP: Chicago Metropolitan Agency for Planning 233 S. Wacker Drive, Suite 800 Chicago, IL 60606 Emailed resumes will receive an auto receipt. We do not send receipts for mailed resumes. Position open until filled. The Chicago Metropolitan Agency for Planning is an Equal Opportunity Employer.